Department Assistant 2, University Housing

POSITION OBJECTIVE

Working under occasional supervision, provide administrative/clerical support, which requires a high degree of precision, accuracy, confidentiality, and ability to perform a variety of clerical duties in the central University Housing office. Provide support for the Director of University Housing related to departmental financials and departmental responses to general questions along with student room assignments, meal plans, student billing and communications for 4,700 students. Assume primary supervision of 1 to 4 undergraduate student assistants. Provide secondary administrative support to the Associate Director of University Housing and the Assistant Director of Greek Housing. The position requires a systematic approach of allocating everyone’s time among a diverse set of demands and priorities. Provide support for the Assistant Director for Greek Housing in assisting with House to Home product selection by researching products that meet the chapter needs.

ESSENTIAL FUNCTIONS

Process financial transactions through requisition purchase orders, payment requests, journals, P-card, and D-card following university guidelines. Ensure approvals on purchase order requests at each approval level. Process transactions for cash, check handling and receipting processes, and make deposits for ALOHA customers. Communicate with vendors and other university offices in the preparation of bids and price quotes. (15%)

Research product selection for House to Home funding of Greek Houses. Work with the Assistant Director for Greek Housing to provide product options from possible vendors for each of the Greek Houses. Submit purchase orders, track deliveries and ensure delivery and installation in each of the Greek Houses. Generate a variety of financial reports. (15%)

Provide outstanding customer service when answering telephones and assisting with walk-in customers in the central office by providing accurate department and off-campus housing information and referrals. Get answers to problems and then follow up with student and/or parents. Initiate and follow up on routine correspondence and proactively coordinate office functions in monitoring and ordering office supplies, organizing and managing filing systems, maintaining office equipment and organizing records and files to include creating a Virtual File Cabinet ; Schedule and organize meetings by producing agendas, meeting minutes, information packets and other documentation to be distributed. Monitor and prioritize mail, correspondence and phone messages. Operate a PC to view, enter, edit, format, revise, proofread, print and distribute information. Create and produce a variety of written material, requiring speed and accuracy, such as correspondence (including confidential documents), letters, memos, reports, and agendas. (20%)

Recruit, select, train and supervise 1 to 4 central office undergraduate student employees. Process all student employment paperwork. (15%)

Act as a problem identification and resolution resource in dealing with sensitive and confidential matters in a timely manner. Follows established procedures and triage complaints from parents, families and students. Follow up with appropriate information or make appropriate referrals. Educate inquiring customers of on-campus and off-campus policies and procedures and provide information about the residential program. Answers contractual and other questions providing accurate information or referral regarding services provided. Gather and compile student information/billing through accessing the departmental database (HARLD) and student information system (SIS) if anyone needing immediate information within FERPA guidelines. (25%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (2%)

Assist with other full-time professional Housing staff schedules. (2%)

Assume primary responsibility for maintaining information in the Off-Campus Housing website. (ALOHA). Handle all issues related to ALOHA and help property owners navigate the online system. Collaborate with Student Affairs IT to update ALOHA and its services. Ensure listing are valid (not frauds). Handle refund request. (3%)

Process travel for the professional staff in the department, including Director, Associate Director, Assistant Director (2), Assignments Coordinator, and Customer Service Coordinator. Submit all travel paperwork in a timely manner as well as process all payment requests. (1% )

Assist with move-in and move-out policies and procedures for all residential students. Participate on departmental committees (Fall/Spring move-in, room selection, website, etc.). Assist in scheduling meetings, retreats and accessing resources. (1% )

Utilize knowledge and understanding of the Director of University Housing’s priorities to accomplish assigned tasks. (1%)

CONTACTS

Department: Daily contact with professional, clerical, secretarial, custodial, and maintenance staff. Daily contact with graduate and undergraduate student staff of Housing.

University: Regular contact with the offices of Residence Life, Student Affairs, Counseling Services, Student Conduct and Community Standards, Campus Planning and Facilities, Sustainability, CWRU Police, Property Management, Triangle Apartments, Greek Life, Disability Resources, Athletics, Student Activities and Leadership, Health Services, International Affairs, Admissions, Student Employment, Registrar, Human Resources, Undergraduate Studies, First Year Experience, Procurement, Travel, and other Auxiliary Services.

External: Daily contact with parents and other family members of students, alumni, vendors, Architects, consultants, contractors, UCI institutions, property owners and guests. Periodic contact with prospective students and families. Apartment Managers in the area.

Students: Daily interaction with graduate students, undergraduate students and student employees. Regular contact with the Residence Hall Association, National Residence Hall Honorary, community councils, and other student organizations.

SUPERVISORY RESPONSIBILITY

Supervise 1 to 4 undergraduate student employees.

QUALIFICATIONS

Experience: 3 to 5 years of office administrative experience required. Work experience related to higher education is preferable. Supervisory experience required.

Education: High school education required; (some college education preferred).

REQUIRED SKILLS

Excellent interpersonal communication, organizational abilities and customer service skills including the ability to multi-task many responsibilities. The job requires continual contact with students, prospective students, parents, alumni, staff faculty and other university guests in answering questions, assisting in problem resolution, and providing accurate information and referrals regarding the University Housing office. Ability to interact with colleagues, supervisors, and customers face to face.

Proficient in planning and logistics, and have comprehensive computer literacy.

Ability to work independently with initiative and minimum supervision is essential to success.

Knowledge of CWRU administrative policies and procedures is preferred.

Microsoft office, FAX, copiers, database maintenance

Ability to meet consistent attendance.

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. Some weekend and evening hours are required at specific times throughout the year.